Purchasing Officer chez Richmond County Schools

POSITION:                                Purchasing Officer                             

REPORTS TO:                          Chief Finance Officer  

TERMS OF EMPLOYMENT:     12-Months

Job Function: Ensures that procurement transactions are in compliance with state

statutes and Board policy. Fixed assets-ensures the recording of the cost of newly- acquired fixed assets, tracking existing fixed assets, recording depreciation, and accounting for deposition of fixed assets.

Job Summary: Performs work, including but not limited to overseeing the preparing and

processing of purchase orders in Richmond County Public Schools; supporting construction project procurement; disposing of surplus Richmond County Public Schools' property; and performing record maintenance.

Work Tasks/Responsibilities:

1. Oversees the preparation and processing of purchase orders in Richmond County Schools.

Reviews purchase orders to ensure compliance with state statutes and school board policy;

provides guidance to the maintenance department in purchase order placement; refers to the state division of purchase and contract when dollar thresholds are met; coordinates proposals initiated from the state division of purchase and contracts; tracks vendors regarding availability of minority products and services, system purchasing and state reporting quarterly; ensure timely encumbering and processing of purchase orders.

2. Through GovDeal.com disposing of surplus Richmond County Schools' property.

Conducts actions required to identify, sell, and transfer to new owners surplus Richmond County Public Schools' property; accounts for sales proceeds and deposits proceeds received from sales.

3. Performs records maintenance. Develops and maintains purchasing records; maintains personal property disposal records; keeps records of minority vendors; and follows the department of archives policy regarding the disposal and retention of records.

Job Specifications:

Knowledge:

• Knowledge of both standard and innovative procurement procedures and practices
• Knowledge of state and Richmond County Public School Board procurement policies
• Knowledge of encumbrance accounting and the type of software that supports it

Skills:

• Coordinating skills for working with vendors to adjust bid schedules to permit adequate vendor response time
• Administrative skills to interpret procurement policies and procedures
• Analytical skills to implement and coordinate purchases for volume discounts and to evaluate lease versus buy decisions
• Communication skills to communicate with school staff, vendors, contractors, and parents
• Leadership skills to encourage procurement responsibilities for all level of staff; to refrain from status quo purchasing
• Software/word processing skills for written communications, tracking numbers via tables, lists, spreadsheets, and word processing

Equipment:

• Equipment used includes computer, printer, calculator, copy machine, and other standard office equipment

Safety of Others:

• Little responsibility for the safety of others

Work Direction:

• Works under general supervision

Decision Making:

• Incumbent uses considerable independent judgment, initiative, and resourcefulness in adapting policies and precedents to specific situations or to select a proper course of action

Problem-Solving:

• Decisions regarding what needs to be done require extensive analysis to determine the nature and scope of the problems

Communication: (within and outside of the organization)

• Contacts are made with all level of school staff; vendors and contractors to negotiate costs/fees
• Training new bookkeepers on purchasing procedures
• Training new Fixed Asset contact on all procedures

Fixed Assets

• Pulling from all PO’s
• Send copy to Fixed Asset contact for info
• Pull copy of invoice when paid - send to FA contact
• Extensive record keeping
• Work closely with auditors on fixed assets

Working Conditions:

• Job is performed in an office environment; extensive time spent at computer may cause eye strain and repetitive motion injuries; ordinary care and precaution required

Physical:

• Manipulative skills and hand-eye coordination required

Experience:

• Experience in North Carolina local government and/or school system environment

Education Required: (degree required - high school through graduate degree)

• Associate Degree preferred but not required

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Work in this classification is considered light physical work requiring the exertion of up to 20 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects. Generally, the job requires sitting, walking, and standing. This job is performed in a generally clean and healthy environment.

*All employees are to adhere to ALL of Richmond County Schools Board of Education Policies. They are located on the RCS County website under District Information. Click on Board of Education. Policies are located at the bottom. Call if you need assistance.

Employment will require extensive background check.